NetClose - Task Steps
Overview
Steps or accounting procedures are guides to completing a task. Within NetClose, steps are added to an accounting procedure, which is associated to a task. The steps can be specific to and attached to a single task or generalized and attached to multiple tasks. This functionality can be used as part of the audit trail to see how tasks are completed.
Accounting procedures and associated steps are linked to task records. Please see our guide for setting up a close task to see how these are linked.
Step by Step Process
Accounting procedures and steps can be added manually or uploaded via CSV. Both methods are outlined below.
Add Accounting Procedures Manually
Navigate to NetClose > Setup > Accounting Procedures > New NetClose Accounting Procedure. Fill out the primary and procedure detail information as follows.
Please note that the only required field is Name. All other fields are optional.
| Name | Description | Example |
|---|---|---|
| Name | Title for the accounting procedure. | Asset Creation |
| Procedure Owner | General employee level assigned to the procedure. | Accountant Staff |
| Revision # | Open field for the revision number on the procedure if applicable. | Blank |
| Effective Date | First date the procedure will apply and need to be followed. | 1/1/2022 |
| Effective Period | First period the procedure will apply and need to be followed | FY 2022: Q1: Jan 2022 |
| Purpose | Description of the purpose of the accounting procedure and any relevant information. | Identify any new assets and enter them into NetAsset. |
| Policy | Text field to enter any policy references and descriptions for the procedure. Generally filled out in relation to an audit trail. | Blank |
| Prerequisites | Text field for any prerequisites to be listed or explained. | Acquire all asset detail for the period from business teams. |
| Scope | Text field for detail on scope of the procedure. | Blank |
| References | Text field for any reference material to be listed. | Netgain Knowledgebase |
| Responsibilities | Text field for any responsibilities to be listed. | Blank |
| Procedure | Text field for overall procedure instructions. | See steps below. |
| Definitions | Text field for any relevant definitions. | Blank |
| Last Reviewed Date | Leave blank when setting up the accounting procedure. This field will autofill once approvals have happened. | Blank |
| Last Approver | Leave blank when setting up the accounting procedure. This field will autofill once approvals have happened. | Blank |
Add Steps Manually
It is recommended to add steps for any actions necessary to complete the task. You may add as many steps as desired. Steps, including descriptions and links, will show on the accounting procedure record once it is created.
To add steps, navigate to the Steps subtab and select New NetClose Accounting Procedure Step.
A new accounting procedure step record will open. Enter the details for the step as follows:
| Name | Description | Example |
|---|---|---|
| Step Number | Enter a number for the step. This field can be whole numbers (1, 2, 3) or include decimals (1.1, 1.2, 1.3). | 1 |
| Step Description | Detailed description of how to complete the step. | Verify the additions for the period are accurate and complete. |
| Step Link | URL for a page within NetSuite or external site that assists in completion of the step. | URL link to the NetAsset Asset Balance Roll Forward Report in NetSuite |
| Owner | Text field for general employee level assigned to the procedure. | Staff Accountant |
| Assignee | Dropdown list of NetClose Users - select the employee assigned the step. | Employee Name |
| Auto-Generate | Yes |
Additional Method for Step Creation
While the process described above is Netgain's best practice recommendation, you may also add steps directly onto tasks from the Task List or Task Board and apply changes to future tasks.
Navigate to NetClose > Tasks > Task List or Task Board and open an individual task. On the Steps Subtab, you can add New Steps with an option to add assignees, links, and descriptions. Here, you have the option to save to this specific task for the current period only (green check) or save to the Task Template to apply to future generated tasks (up arrow). Steps saved with the up arrow will show on the corresponding Task Template found under NetClose > Lists > Tasks.
Add Steps via CSV Upload
Upload Accounting Procedures
- Fill out the applicable information in the NetClose Accounting Procedures and Steps template
- Prepare the "Accounting Procedures" tab as a CSV file for upload
- Delete any informational or example rows
- Delete any informational or example rows
- Navigate to the Import Assistant by accessing Setup > Import/Export > Import CSV Records
- For Import Type, select Custom Records, and for Record Type, select NetClose Accounting Procedure
- Follow the prompts to finish the import
Upload Steps
- Prepare the "Procedure Steps" tab as a CSV file for upload
- Delete any informational or example rows
- Delete any informational or example rows
- Navigate to the Import Assistant by accessing Setup > Import/Export > Import CSV Records
- For Import Type, select Custom Records, and for Record Type, select NetClose Accounting Procedure Step
- Follow the prompts to finish the import
Assign Accounting Procedures to Tasks
- Prepare a CSV file containing only Task names and corresponding Accounting Procedures
- Navigate to the Import Assistant by accessing Setup > Import/Export > Import CSV Records
- For Import Type, select Custom Records, and for Record Type, select NetClose Task
- On Import Options, be sure to select Update instead of Add
- Follow the prompts to finish the import
In order to see any of the above changes reflected in month-specific tasks, you will need to re-generate tasks following these steps.